Time Management Training Guide Troubleshooting

8/6/2019 Time Management Training Guide Troubleshooting

1/21

Chapter

5

Troubleshooting Guide

Objectives:

At the end of the chapter you will be able to:

Check the allocation of Quota Records Record Overtime, Standby Allowances etc.

Casual Leave Process

Errors with entering absences

Leave Provision

Excess Sick Leave Process

Leave on Termination

Entering Time Data using Fast Entry


2/21


3/21

Time Management

Learner Guide Troubleshooting Guide

Chapter 5 Page 1

Troubleshooting GuideThe purpose of this chapter is to provide the Time Administrator with information to resolve issues inTime Management as well as understand the process.

The following topics will be discussed :

Check the allocation of Quota Records

This topic will provide information regarding the allocation of Leave Quotas toemployees and how to correct the processing if the incorrect quota is beingallocated.

Record Overtime, Standby Allowances etc.This topic explains the various ways to enter employee Overtime, Standbyallowance etc.

Casual Leave Process

This topic will explain how casual leave is allocated to employees.

Errors with entering absences

This topic discusses the ways to handle errors when capturing absences.

Leave Provision

This topic provides information on how Leave Provision is processed in the payroll

Excess Sick Leave Process

This topic describes how Excess Sick Leave is processed in the payroll.


4/21

Time Management

Time Reporting Learner Guide

CHECK THE ALLOCATION OF EMPLOYEE QUOTAS

The Time Administrator needs to ensure employees are being allocated the correctQuotas in terms of their contract of employment.Overview The report used to check Quota allocation is discussed, as well as the relevant

infotypes that are queried by the system when allocating an employees LeaveQuotas.

Report RPTQUOTA_CHECK

You can use the report to check the rules being applied to allocate an employeesQuota records. To access the report, go to transaction SE38 / SA38 and enter thereport name :Menu Path

Abap Editor The Report screen is displayed.

Complete the following instructions:

Chapter 4 Page 2

Button/Field Description

Instruction

Select the relevant Execute radio button.


5/21

Time Management


Chapter 5 Page 3

The Overview of customizing Settings Report screen is displayed.Overview ofCustomisingsettings


Button/Field Description Instruction

Enter the Employee number.

Click on the Execute button to start the report.

Personal work The Overview of customizing Settings Report is displayed.schedule


6/21

Time Management

If there is no output for the report, the Employee will not be allocated any quota.To go to the detailed view of a setting, double-click on the sheet of paper icon forthe row.System ResultYou can base the selection of the report either on persons, by entering a personnelnumber or quota type selection rule group, or time management groupings, byspecifying employee subgroup or personnel subarea groupings.

Take Note

If there is no report for an employee, the following infotypes can be checked :

Infotype 0016 there must be a valid record and an employee must have acontract type

Infotype 0007 there must be a valid record and an employee must be on TimeManagement status 9 ONLY since the go-live date.

You are now able to:


Chapter 4 Page 4

Display Customising settings of an Employees absence quotaallocationConsolidation


7/21

Time Management

RECORDING OVERTIME , S TANDBY ALLOWANCE FOR AN EMPLOYEE Overtime can be recorded in two ways in SAP :

Using infotype 2002 to enter the overtime per day worked or;Overview

Using infotype 2010 to enter the hours worked.

Using infotype 2002 requires daily information to be entered until positive timemanagement has been implemented, it has been agreed that infotype 2010 will beused to enter overtime, standby allowance data.

Ensure that the SAP Easy Access screen is displayed.

Select Human Resources Time Management Administration Time Data PA61 MaintainMenu PathOR


Chapter 5 Page 5

Enter transaction code PA61 in the Command field and click on the Enter button.

Select infotype 2010 Employee Remuneration information and create the recordselecting the correct wage type :

Select the Overtime type and enter the number of hours. Note : the overtime hoursmust be captured by overtime type e.g. Sunday overtime


8/21

Time Management


CASUAL LEAVE P ROCESS

Casual leave is calculated for employees in Employee Groups H (Hourly) and M(Monthly)Overview

The allocation for Monthly employees discretionary leave is 1 day per 17 daysworked and sick leave is 1 day for every 26 days worked.

The allocation for Hourly employees discretionary leave is 1 hour per 17 hoursworked and sick leave is 1 hour for every 26 hours worked. This leave allocation isthen converted to days in the Time Evaluation program.


Select Human Resources Time Management Administration Time Data PA61 MaintainMenu PathOR

Chapter 4 Page 6


Select infotype 2010 Employee Remuneration information and create the recordselecting the correct wage type :


9/21

Time Management


Chapter 5 Page 7

Hourly paid employees : Use Wage type 1030 to enter the number of hours anemployee has worked. This will pay the employee their salary earned as well as be

used in the calculation of their leave entitlement. Note all hours worked includingall overtime will be included in this calculation.

Monthly paid employees . Monthly employees will be paid for the complete monthunless they have not worked for certain days. Enter the days not worked ininfotype 2010 using wage type 1035. The value entered must be a negative valuei.e. -6. The system will then look at the employees planned working days fromtheir work schedule and reduce this by the number of days not worked. This valuewill be used to calculate the leave allocation.

Process Time Evaluation to view the Leave Quota allocation.


10/21

Time Management


Chapter 4 Page 8

ERRORS WHEN CREATING ABSENCESThe following is a list of the absence types that can be created in SAP. The Paycolumn determines whether the leave is paid or unpaid leave. Unpaid leave will beprocessed in payroll.

The Deduct from quota column determines whether employees must have LeaveQuota before an absence can be recorded. If quota is to be reduced by theabsence, then there MUST be enough absence quota available.

The Min and Max field identified whether there is a min or max value for the singlerecord being recorded. This does NOT refer to the quota available.

PSG A/A Type Absence Description Pay? Deduct from Quota?

Min Max

16 1010 Leave Annual Paid Yes 1 999

16 1020 Leave Discretionary Paid Yes 1 999

16 1030 Leave Day Paid Yes 0 1

16 1031 Leave Day Unpaid Unpaid No 0 1

16 1040 Leave Special Paid Yes 1 999

16 1050 Leave In Lieu Sick Paid Yes 1 999

16 1061 Leave Unpaid Unpaid No 1 999

16 1070 Leave Long Service Paid Yes 1 999

16 2010 Sick w/o Cert (X99) Paid Yes 0 2

16 2020 Sick with Certificate Paid Yes 0 999

16 2030 Sick Special Paid Yes 1 999

16 2040 Sick Special Day Paid Yes 0 1

16 2052 Sick Special %Pd % Paid Yes 1 999

16 2060 Sick Hospitalization Paid No 1 999

16 2070 Sick Recuperation Paid No 1 999

16 2081 Sick Unpaid Unpaid No 1 999

16 2090 Sick Risk Pool Paid No 1 999

16 2100 Sick Injury on Duty Paid No 1 999

16 2110 Sick Chronic Paid No 0 1

16 3010 Maternity Paid Paid Yes 1 072

16 3020 Maternity Half day Paid % Paid Yes 1 999

16 3031 Maternity Unpaid Unpaid Yes 1 999

16 4010 Study Leave Paid Yes 1 999

16 4020 Sport Leave Paid Yes 1 999

16 4030 Family Responsibility Paid Yes 1 999

16 4032 Family Responsibility Paid Yes 1 999


11/21

Time Management


Chapter 5 Page 9

16 4040 Paternity Paid Yes 1 999

16 4050 Climatic Leave Paid Yes 1 999

16 4060 Paid Converted Leave Paid No 1 999

16 4062 Day Converted Leave Paid No 1 999

16 4070 Witness at Court Case Paid No 1 999

16 5011 Absent w/o Notice Unpaid No 1 999

16 5021 Journal Outstanding Unpaid No 1 999

16 5030 Suspension Paid Paid No 1 999

16 5041 Suspension Unpaid Unpaid No 1 999

16 5051 Stay away Unpaid No 1 999

16 5061 Strike Unpaid No 1 999

16 5070 Union meeting Paid No 1 999

16 5081 Lost Time Unpaid No 1 999

The following leave Quotas are generated automatically :

Compulsory Leave

Accumulative Leave

Discretionary Leave

Sick Leave

Family Responsibility Leave

If you need to enter other absences that reduce quota you must proceed as follows:

Special Leave, Special Sick Leave, Sport Leave, Study Leave, PaternityLeave and Climatic Leave :

Create the Quota record manually after approval. Use infotype 2006, AbsenceQuotas. Create the record for the current year, and enter the no of days to beallocated. This quota will be available immediately there is no need to runTime Evaluation.

Maternity Leave

When creating the Maternity Leave Quota, the number of days must not beentered. The From and to data must be the same and the deduction from and todate must be for at least 6 months. When this record is saved, a Time TransferSpecifications infotype 2012 record will be created in the background with a valueof 1. When Time Evaluation is run, the correct Maternity Leave Quota will beallocated depending on the employees work schedule as follows :


12/21

Time Management


Work schedule for MaternityG5D40H 5

G5D45H 5G6D45H 6G545 5G645 6T545 5T645 6G5D40H 5GEN_1_1 5GEN_3_3 6MAN_1_2 5

LEAVE P ROVISION Leave Provision is calculated automatically during Time Evaluation and processedduring the Payroll run. The Leave balance at the beginning of the month iscompared to the balance at the end of the month, and the difference is posted asthe Leave Provision value.

Overview

Note: The first month of go-live, the total employee leave balance will be posted.

EXCESS S ICK LEAVE Excess Sick Leave will be paid at the end of an employees Sick Leave cycle

provided that the employee has 29 or more days remaining sick leave quota. Timeevaluation will automatically pay 2 days excess sick leave to an employee in thepayroll of that month.

Overview

Chapter 4 Page 10


13/21

Time Management


LEAVE ON TERMINATION On termination, Time Evaluation must be run manually until the last day of themonth in which an employee is being terminated. This will ensure that theemployee has been allocated ALL leave due.Overview

When processing the termination action, the Quota overview screen will bedisplayed. For compulsory leave, it is important to change the deduction from datefor the employees leave, or you will NOT be able to compensate the leave.

Process Leave Encashment once the previous two steps have been completed.

Chapter 5 Page 11


14/21

Time Management


FAST ENTRY OF TIME DATA

This transaction is to maintain master data on one infotype for more than oneemployee. It can be used, for example, in an instance whereby several employees

receive overtime, or multiple absence records are to be created. The data may be

entered on one screen for several employees.

Overview


Select Human Resources Time Management Administration Time Data

PA71 Fast EntryMenu PathOR

Chapter 4 Page 12


Fast Entry of The Fast Entry of Time Data screen is displayed.Time Data


Button/Field Description Instruction


15/21

Time Management

Select the infotype to be maintained. Note : Depending

on the infotype selected, the input screen will change

Infotype

Select the date on which the infotype maintenance is to

become effective.

Period

Click on the radio button Enter in fast entry screen.Enter

personnel

numbers

Click on the radio button Save records directly

Click on the Create button.

The Fast Entry of Time Data screen is displayed


Chapter 5 Page 13


16/21

Time Management



Chapter 4 Page 14

Field Description

Enter the personnel numbers of the employees for

which the payments are relevant.

Personnel Number

Select the wage type for which the additional payment is

assigned.

Wage Type

Enter the number of units to be paid to the employees.Number

Click on the Save button.

Infotype 2010 records will be created for all the employees on the screen. To

create additional entries select the button. A new

blank screen will be provided for data entry.

Fast Entry with Proposal

You can also perform fast entry on SAP using a proposal. This option can be used

if maintaining the same wage type for more than one employee. For example, if

several employees are receiving the same overtime or standby allowance effective

the same day you can perform this by using the with proposal option.


17/21


18/21

Time Management

Enter the personnel numbers in the column. You can still

change the wage type and amount on this screen if you need to.

Click on to update the employees record.

Notice the message at the bottom of the screen informing you of the number of

employees maintained:

Preselect Employees using a Report

You can use this option to select employees based on Organisational criteria e.g. If

all employees in a specific department are all receiving a specific payment.

Select the infotype you would like to maintain and then select the period. Click on

and then on the Fast Entry initial screen. The followingscreen appears:


Chapter 4 Page 16


19/21

Time Management


Select the period/date and enter relevant Personnel area(s), personnel subarea(s),

employee group(s), employee subgroup(s) or employment status(s). You can also

select more than one of these. Additionally, you can use theOrg Structure button to select by Department / Division. In

addition, if you have an employee list in Excel, you can select the additional

personnel number button . On the following screen, once you have copied

your employee list to the clipboard, you can select the paste button to import

multiple employees into the employee list as follows :

Chapter 5 Page 17


20/21

Time Management

After making your selections click on . The following screen will appear (the

selection data will differ):

You can still add personnel numbers on this screen by clicking on . At this

stage, you can select whether you want to create with proposal - or

just create. Please then refer to the processes described in this document.


Chapter 4 Page 18


21/21

Time Management


Click until you return to the SAP R/3 screen.

You are now able to:

Use Fast Data Entry.

*** Auto generated ***

downloaded from http://www.erpdb.info

Consolidatio

This PDF was

Time Management Training Guide Troubleshooting

Documents